A resume is a one or two-page document that tells employers who you are and why you should get the job. Your resume needs to grab attention in seconds, show your value clearly, and match what the employer is looking for. Most recruiters spend just six seconds scanning a resume, so every word matters.
This guide walks you through building a resume from scratch. Whether you’re applying for your first job or switching careers, you’ll learn exactly what to include and how to organize it so hiring managers actually notice you.
What Is a Resume and Why You Need One
A resume is your professional story condensed into a brief, easy-to-scan format. It’s not a life history or autobiography. It’s a marketing document designed to show employers that you’re the right fit for their open position.
Employers use resumes to:
- Screen candidates quickly
- Identify relevant skills and experience
- Decide who to interview
- Compare applicants side by side
A strong resume opens doors. A weak one closes them before anyone reads past your name. The difference often comes down to structure, clarity, and relevance.
Core Resume Components You Must Include
Every resume needs these sections. Missing any of them raises red flags for hiring managers.
1. Contact Information
Put your name at the top in a larger font. Below it, include:
- Phone number
- Professional email address
- City and state (or country)
- LinkedIn URL (optional but helpful)
- Portfolio or website (if relevant to your field)
Don’t include your full address, photo, or social media handles unless the job posting specifically asks for them.
2. Professional Summary or Objective
This section appears right after your contact info. It’s a two to three sentence statement that answers: “Who are you professionally and what are you looking for?”
A professional summary works best if you have work experience. It highlights your main accomplishments and value.
Example: “Marketing coordinator with four years of experience in digital campaign management. Skilled in social media strategy and content creation. Seeking to leverage expertise in a marketing manager role.”
A resume objective works better if you’re early in your career or changing fields. It shows your goals and what you bring to the table.
Example: “Recent graduate with strong coding skills in Python and JavaScript. Eager to launch a career as a junior software developer where I can contribute to real-world projects.”
Keep it brief. No more than three sentences. Make it specific to the job you’re applying for.
3. Work Experience
This is where you prove what you’ve actually done. List your jobs in reverse chronological order, starting with your most recent role.
For each job, include:
- Job title
- Company name
- Dates employed (month and year)
- Three to five bullet points describing what you did and the impact you made
Focus on results and responsibilities, not just daily tasks. Don’t write “Answered customer emails.” Write “Responded to 50+ customer inquiries daily with 95% satisfaction rating.”
Use action verbs at the start of each bullet point. Words like “Created,” “Managed,” “Increased,” “Improved,” and “Led” show you took initiative.
Example:
Marketing Coordinator, ABC Company, January 2022 to Present
- Created and managed social media content calendar, increasing follower engagement by 40%
- Collaborated with design team to launch three successful product campaigns reaching 50,000+ people
- Analyzed campaign performance data and provided monthly reports to leadership team
- Coordinated promotional events that generated 200 qualified sales leads
4. Education
List your degrees, certifications, and formal training. Include:
- Degree type and major
- School name
- Graduation year
You can skip this section if you’re deep in your career and work experience is more impressive. Early in your career, education often matters more.
Example:
Bachelor of Science in Business Marketing, State University, 2020
If you have relevant certifications, list them here too. Examples include Google Analytics Certification, Project Management Professional (PMP), or AWS Cloud Practitioner.
5. Skills Section
Create a short list of relevant technical and soft skills. Include 6 to 10 skills that match the job description.
Examples:
Skills: Project management, data analysis, Adobe Creative Suite, SQL, customer service, team leadership, technical writing, budget forecasting
Be honest. Only list skills you actually have. Hiring managers often test skills during interviews, and they can tell when someone is bluffing.
How to Build Your Resume Step by Step
Step 1: Choose a Format
There are three main resume formats: chronological, functional, and hybrid.
Chronological format lists your work experience in reverse order. This works best if you have a steady work history with no big gaps.
Functional format focuses on skills rather than job history. Use this if you’re changing careers, have gaps in employment, or have limited experience.
Hybrid format combines both. It highlights your skills at the top and includes a work history section below. This format works for almost any situation.
For most job seekers, chronological or hybrid format is the safest choice. They’re what recruiters expect.
Step 2: Start with Your Contact Information
Put your name in bold at the top. Make it easy to find. Use a professional email address. Avoid nicknames or outdated email addresses.
Keep your phone number simple and current. Use the phone number employers can actually reach you on.
Step 3: Write Your Professional Summary
Spend time on this. Your summary is the first thing hiring managers read after your name. Make it count.
Tailor your summary to the specific job. If you’re applying to different types of roles, adjust your summary for each application.
Step 4: List Your Work Experience
Go through your job history from most recent to oldest. For each role, write your job title, company name, and dates.
Then, think about what you actually accomplished. What problems did you solve? What did you improve? How did you help the company?
Write three to five bullet points per job. Start each with an action verb. Include numbers and results when you can.
Weak bullet point: “Responsible for managing social media accounts.”
Strong bullet point: “Managed three social media accounts, growing combined followers from 5,000 to 18,000 in six months through consistent posting and community engagement.”
Step 5: Add Your Education
List your degrees and the year you graduated. Include any relevant certifications.
If you’re still in school, write your expected graduation date. If education is your strongest qualification, put this section higher on your resume.
Step 6: Include Your Skills
Look at the job posting. What skills and experience do they mention? Include those skills on your resume if you have them.
Organize skills by category if you have many. For example, “Technical Skills,” “Software,” and “Languages.”
Step 7: Polish Your Formatting
Your resume should look clean and professional. Use consistent fonts, spacing, and bullet points.
Stick to one or two fonts. Use readable sizes, typically 10 to 12 points for body text. Use bold or italics sparingly for emphasis.
Leave adequate white space. Don’t cram text. Make your resume easy to scan.
Tailoring Your Resume for Each Job
Don’t send the same resume to every employer. Customize it for each application.
Read the job posting carefully. What skills and experience do they emphasize? Which of your qualifications match their needs?
Adjust your professional summary to reflect what they’re looking for. Reorder your skills to prioritize the ones they mention. Include accomplishments that relate to their job posting.
This doesn’t mean lying or exaggerating. It means highlighting the parts of your background that matter most to this particular employer.
If you have limited experience and need guidance on presenting yourself effectively, The Balance Careers offers comprehensive resume examples and templates for different career stages.
Common Resume Mistakes to Avoid
Using Generic Language
“Worked on marketing projects” is vague. “Led quarterly marketing campaign that increased website traffic by 35%” is specific and impressive.
Typos and Grammar Errors
Hiring managers see typos as carelessness. Proofread multiple times. Use spell check. Ask someone else to read it.
Using Outdated Formats
Don’t use fancy graphics, colored backgrounds, or unusual fonts. Stick to clean, professional designs. Remember that many companies use scanning software to read resumes automatically. Anything too fancy might confuse the scanner.
Including Personal Information
Don’t add your age, marital status, photo, or religious affiliation. Employers don’t need this information.
Listing Responsibilities Instead of Achievements
Employers care about what you accomplished, not just what your job description said to do. Focus on results.
Making Your Resume Too Long
Keep it to one page if you have under five years of experience. Two pages is acceptable with more experience. Don’t go over two pages unless you’re applying for academic or research positions.
Leaving Gaps Unexplained
If you took time off work, briefly acknowledge it. “Career break for family” is fine. Gaps that seem mysterious raise questions.
Resume Sections You Can Add (Optional)
If these are relevant to your field or experience, consider adding them:
Volunteer Experience
List volunteer work just like you’d list paid work. Include the organization, your title, dates, and accomplishments.
Publications or Projects
If you’ve published articles, research, or created notable projects, list them. Include links if relevant.
Languages
If you speak languages beyond English, list them and your proficiency level.
Awards and Recognition
Include any relevant awards, recognitions, or honors from work or school.
Certifications and Licenses
If you haven’t already included these in your education section, add them here.
Formatting Tips for a Professional Looking Resume
Use a clean, readable font like Arial, Calibri, or Times New Roman. Avoid decorative fonts.
Set your margins to one inch on all sides. This gives your resume room to breathe and makes it easier to read.
Use consistent spacing between sections. This makes your resume organized and professional.
Use bullet points, not long paragraphs. Bullet points are easier to scan and faster to read.
Bold your job titles and company names so they stand out. This helps recruiters quickly find the information they need.
Use dates consistently. If you write “January 2023” in one place, write it that way everywhere.
Save your resume as a PDF to preserve formatting. Word documents can look different on different computers.
Tailoring Content for Different Industries
Marketing and Advertising
Emphasize campaigns you’ve led, results you’ve driven, and creative projects. Include any metrics about audience engagement, sales increases, or brand awareness.
Technology and Software Development
Highlight programming languages, tools, and frameworks you know. Include any apps, websites, or software you’ve built. Link to your GitHub profile.
Healthcare and Medicine
Focus on licenses, certifications, and clinical experience. If applying to hospitals or clinics, emphasize patient care and medical knowledge.
Finance and Accounting
List relevant software and tools like Excel, SAP, or QuickBooks. Include any certifications like CPA or CFA. Emphasize accuracy and attention to detail.
Sales
Highlight revenue generated, sales targets exceeded, and customer relationships built. Use numbers to show your impact.
Education
List degrees and relevant certifications. Include teaching experience, curriculum development, and any special skills like language training.
Using Keywords From Job Postings
Many companies use scanning software to filter resumes. This software looks for specific keywords from the job posting.
Study the job posting and identify keywords. Words like job titles, required skills, software names, and certifications are all keywords.
Naturally include these keywords in your resume. Don’t overdo it. Don’t create a list of keywords at the bottom just to game the system. Incorporate keywords where they fit naturally.
Example: If the job posting mentions “data analysis,” “Excel,” and “reporting,” make sure these terms appear somewhere in your resume if you have these skills.
Creating a Resume From Scratch When You Have Little Experience
If you’re early in your career or new to the job market, here’s what to do:
Start with education. Put your school, degree, and graduation date near the top. Add relevant coursework or projects if space allows.
Include any internships, even if unpaid. Frame them like regular jobs with accomplishments.
Add volunteer work or part-time jobs. Any real work experience shows responsibility.
Create a skills section with skills you’ve learned from school, projects, or self-study.
Include academic achievements like Dean’s List, scholarships, or high GPA if impressive.
Be honest. Don’t make up experience. Employers understand that early-career candidates have limited work history.
Resume Checklist Before Submitting
Before you send your resume, go through this checklist:
- Is your contact information current and professional?
- Does your summary or objective match the job you’re applying for?
- Are your accomplishments specific and measurable?
- Did you use action verbs?
- Is everything spelled correctly?
- Are dates consistent and accurate?
- Have you included results and impact?
- Is your formatting clean and professional?
- Can you read it easily on screen and in print?
- Is it saved as a PDF?
- Have you removed any personal information?
Example Resume Structure
Here’s how a complete resume looks when put together:
John Martinez (555) 123-4567 | john.martinez@email.com | LinkedIn.com/in/johnmartinez | City, State
Professional Summary Marketing professional with six years of experience in digital marketing and brand development. Proven track record of increasing online engagement and driving customer acquisition. Seeking a marketing manager position to lead strategic campaigns and team growth.
Work Experience
Senior Marketing Coordinator, Tech Solutions Inc., January 2021 to Present
- Developed and executed digital marketing campaigns reaching 100,000+ people monthly
- Increased company social media followers by 150% in 18 months
- Managed $50,000 annual marketing budget and optimized spending for better ROI
- Trained and supervised team of two junior marketers
Marketing Coordinator, Creative Agency, June 2018 to December 2020
- Created monthly email campaigns with 35% average open rate
- Designed graphics and content for web and social platforms
- Conducted market research and competitor analysis for client campaigns
- Collaborated with sales team to support lead generation efforts
Education
Bachelor of Science in Marketing, State University, May 2018
Skills
Digital Marketing, Social Media Management, Content Strategy, Google Analytics, Email Marketing, Project Management, Adobe Creative Suite, Data Analysis, Customer Service, Team Leadership
Quick Reference Comparison
Here’s a quick look at resume formats and when to use each:
| Resume Format | Best For | Pros | Cons |
|---|---|---|---|
| Chronological | Steady work history, career growth | Easy to follow, shows progression | Gaps stand out, limited for career changers |
| Functional | Career changers, gaps in employment | Focuses on skills, hides gaps | Employers sometimes distrust it |
| Hybrid | Most situations | Shows both skills and experience | Requires careful balance |
Frequently Asked Questions
How long should my resume be?
One page if you have under five years of experience. Two pages maximum if you have more experience. Only academic, research, and senior executive positions typically go longer.
Should I include a photo on my resume?
No, not unless the job posting specifically requests one. Avoid photos in most professional fields in the United States.
How far back should my work history go?
List your last 10 to 15 years of relevant experience. If you have jobs from long ago that aren’t relevant to your current target role, you can leave them off.
What should I do about employment gaps?
You don’t need to explain every gap, but if there’s a significant gap, briefly acknowledge it if asked. “Career break for family” is acceptable and honest.
Can I use a resume template?
Yes. Templates save time and help with formatting. Just make sure you customize it with your own information and tailor it to each job. Don’t let a template control what you include; use it as a starting point.
Conclusion
Creating a strong resume comes down to three things: clarity, relevance, and results.
Be clear so recruiters understand who you are and what you’ve done. Use simple language and organized formatting.
Be relevant by tailoring your resume to each job. Include skills and experience that match what the employer is looking for.
Show results. Don’t just list duties. Highlight accomplishments and measurable impact.
Start by gathering your information. Write down your jobs, accomplishments, skills, and education. Then organize it using the structure in this guide. Polish the formatting, proofread carefully, and customize it for each application.
Your resume is your first impression. Make it count. A strong resume opens the door to interviews. Once you’re in the room, your skills and personality take over. But you have to get through that door first.
For more professional resources and templates, LinkedIn’s Resume Guide provides additional context on what hiring managers look for across industries.
Take the time to build your resume right. It’s worth it.
